The purpose of this document is to address some of the issues
coordinators and data owners face when distributing instruments through
Qualtrics. In particular, user data needs to be manually validated by
coordinators when identifying information is entered by participants.
The issue here is that participants might not know where to find their
PIDN, and if they do, they may still make mistakes. The same can be said
for participant’s names. We all make speeling spelling
errors.
Another topic I’ll cover here is how to automate instrument distribution. Instead of sending out a link to a group of participants, waiting for them to respond, and then sending out anther batch of instruments, we’ll create a procedure in Qualtrics that distributes tasks automatically upon task completion.
This document aims to cover two related topics:
The paths following this next step should be the same.
Enter the name of your folder
Press enter
Name your contact list
Store contact list in folder we created or in uncategorized
Few ways to do this; import from file is probably easiest
The contents will look like this excluding my info
You can past new data into this sheet
ExternalDataReference should be where you paste the PIDNs
FirstName, LastName, PrimaryEmail, and ExternalDataReference are required for our purposes
Once you’ve saved the file, you can browse for it on your computer to upload
The output should look like this
You’ll now see it in your contacts page
You can open the contact list to take a closer look if desired
details will look like this
From the contact list we built, you can either send instrument to individual participants or to the whole contact list
From here, you can modify the email to be sent from a specific address other than yours and control who receives email responses.
Include your signature in the email you’re sending out, incuding the UCSF picture
You can address the participant by name using the contact info we uploaded
This will address each participant by their name even if you’ve selected to send to multiple participants
To access the contact info, go here
You can send now or send with a specified delay
The participant will see an email like this:
Resulting data will have this info linked
We’re going to set up a trigger that sends out the next instrument upon completion of this one
Warning: Make sure this project and the project being sent out after this project are published
Select the contact list you’ll be using
This is the one we created in the previous step
Use the data we imported into the contact list
Do the same fore first name, last name, email, and external data reference
Select which survery you want sent out after this first one is completed
Set the rest of the fields and load in a saved message. You can also create a new one.
Here’s how to create a new email with the participant’s name inserted into the email
This line extracts the name(s) from the contact list
Here’s where to access that info:
Save the email
You can also automate reminders, but I’m not going to cover that here.
I.e., go to test_project_2 and set up a workflow under that instrument that sends out test_project_3 upon completion of test_project_2
Use the same settings except for the email (which should be tailored to the survey) and which survery comes next
E.g.,
From the contact list we built, you can either send instrument to individual participants or to the whole contact list
From here, you can modify the email to be sent from a specific address other than yours and control who receives email responses.
Include your signature in the email you’re sending out, incuding the UCSF picture
You can address the participant by name using the contact info we uploaded
This will address each participant by their name even if you’ve selected to send to multiple participants
To access the contact info, go here
You can send now or send with a specified delay
I set up a trigger on the first survey to send out the second survery and set up a trigger on the second to send out the third survery
First survey was completed, now the participant will receive the second survey
Second survey complete - second trigger sends out the third survey
This might not prevent a survey from reaching someone that was sent a survey before their info was included in the contact list
Make sure the surveys you’re using triggers to send out are published